Business & Finance Symposium Federal Programs Session August 16, 2013

1. Business & Finance Symposium Federal Programs Session August 16, 2013 Presented by: Maricela Valdez Federal Programs Director

2. Session Goals • State and Federal Accountability Overview • Overview of State Compensatory Education • Overview of Title I, Part A, Funds • Summary of Campus Comprehensive Needs Assessment Results • Summary of District Comprehensive Needs Assessment Results • Supplement vs. Supplant Consideration • Technology Related Expenditures • Document • Semi Annual Certification • Areas of Reflection and Recommended Corrective Actions

3. Vocabulary Overview • Reasonable – Within bounds of common sense. Moderate in price, not expensive. • Necessary – Needed to achieve a certain desired result • Intent – Anticipated outcome that guides your planned actions • Purpose – The reason for which something exists • Supplement – Something added to complete. Add to, extend • Supplant – To take the place of

4. Intent and Purpose of the SCE • (State Compensatory Education Program) • Programs and/or services designed to supplement the regular education program for identified at-risk students • Goal is to reduce the disparity in performance on (a) state assessments and (b) rates of high school completion between students at-risk of dropping out of school and all other district students

5. At-Risk Student Data

6. Supplement, Not Supplant • Any program activity, program personnel, or program materials required by federal law, state law, or State Board of Education rule may not be funded with SCE funds. • SCE funds must be used to provide support programs and/or services that supplement the regular education program so that students at risk of dropping out of school can succeed in school.

7. Sample Programs & Services • Some examples of supplemental SCE programs and services include, but are not limited to: • Accelerated instruction • Class-size reduction • Computer-assisted instruction • Credit Recovery Teachers • Intervention Teachers • STAAR/EOC remediation • Specialized reading and math programs • Tutorials, extended day, week, or year

8. Requirements for CIPS/DIPS • Comprehensive Needs Assessment conducted to identify the strengths and weaknesses of existing programs, practices, procedures, and activities; ensures the use of resources is carefully planned, supplemental and cost effective.

9. COMPREHENSIVE NEEDS ASSESSMENT Elementary Results

10. COMPREHENSIVE NEEDS ASSESSMENT Middle School Results

11. COMPREHENSIVE NEEDS ASSESSMENT DAEP Results

12. COMPREHENSIVE NEEDS ASSESSMENT High School Results

13. Primary Source Of Documentation For SCE Program • The DIP/CIP is auditable documentation and is the primary record supporting expenditures attributed to SCE and Title I Programs. • The DIP/CIP must be developed, evaluated, and revised annually.

14. Intent And Purpose Title I, Part A • To increase the achievement of all students, particularly those who are disadvantaged.

15. Supplement Not Supplant • The federal supplement, not supplant provision is intended to ensure that services provided under Title I are in addition to, and not in place of, services that would otherwise be provided to participating students with state and local funds if Title I funds were not available. • Any program activity required by state law, State Board of Education (SBOE) rules, or local board policy may not be paid with these funds. • State or local funds may not be decreased or diverted for other uses merely because of the availability of these funds.

16. Prior To Encumbering Title I, Part A Funds • Comprehensive Needs Assessment (CNA) • Campus Improvement Plan (CIP) • Are costs reasonable and necessary to carry out the grant project • Funds for this program must be used to supplement (increase the level of services) and not supplant (replace) funds from non-federal sources.

17. Documentation • Whether funds are expended at the district or campus levels, the district must be able to respond appropriately to and maintain documentation for each of the following questions to determine whether an expenditure would be allowable: • How is the expenditure reasonable and necessary to carry out the intent and purpose of the program? • What need as identified in the comprehensive needs assessment does the expenditure address? • How will the expenditure upgrade the entire educational program on the campus? • How is the expenditure supplemental to other nonfederal programs? • How will the expenditure be evaluated to measure a positive impact on student achievement?

18. Technology-Related Expenditures • Title I, Part A funds may be used for technology related items if: • Comprehensive Needs Assessment • Campus Improvement Plan • Supplemental • What campus procedures are in place to keep track of these items?

19. Time & Effort Documentation • Reporting period (at least semi-annually) • Statement that individual(s) worked solely 100% on activities related to a single cost object • Employer name, employee name, employee position, description of federal program/single cost objective • Signed and dated by the employee or supervisor with first hand knowledge of work performed.

20. Areas Of Reflection And Corrective Recommended Actions • Travel Reimbursements • Must be submitted on a TIMELY basis! • Approximately 75% of travel meal reimbursements are rejected due to incorrect amounts. • Personal items and alcohol should not appear on receipt. Pay for it separately!!! • Accuracy on meals which are eligible for reimbursement • Contracted Services – Absolutely NO after the fact can be approved at Federal Programs for 2013-2014. • Extra Duty Pay